The purpose of this protocol is to delineate aspects of digital communication so as to -

1.  Protect the safety and security of the University members and stakeholders in the online environment;

2.  Streamline communication channels, authorization, and access;

3.  Promote professionalism in all forms of digital communication; and

4.  Support other digital policies/procedures/protocols such as Identity Protection and Data Management Policy, Public Communication Protocol, and Data Security Policy.

Scope

This is an institution-wide protocol, affecting all members of the University.

Referenced Laws, Regulations, and/or Policies 

This is the University protocol.

Protocol

As a higher education institution which primarily engages in online education services, Parami University primarily utilizes digital communication to exchange data and information amongst its members (academic staff, administrative staff, and students) and with external stakeholders. Various channels of digital communication are employed for various functions with differing levels of access and authority among the users.

Section 1: Authorized digital communication channels

Authorized digital communication channels for all members of the University shall be described in the

Digital Services Handbook of Parami University, and shall include, but not limited to, the following:

1.1 Direct communication channels

(a)              University email

(b)              Learning Management System (LMS)

(c)              Student Information System (SIS)

(d)              University workplace platform and workplace messaging service

(e)              Encrypted messaging platform determined by the IT services as an alternative to workplace

messaging service if necessary

1.2 Public communication channels

(a)              Website

(b)              Official social media accounts of the University

Section 2: Access to accounts

2.1 All academic staff, administrative staff, and students of Parami University will be issued a University-affiliated email account. Access to LMS and SIS accounts shall be provided in accordance with appropriate level of authorization. Affiliated members of the University, such as volunteers, contractors and alumni, may also be provided access to University email and other accounts.

2.2 The accounts may be terminated, or access may be suspended/revoked when the individuals have ceased their affiliation with the University, temporarily or permanently.

Section 3: Ownership of accounts and information

The data and information exchanged through the authorized digital communication channels shall be the property of the University, and therefore, subject to access and review by the University under due procedure. The University shall establish procedures to process requests for emergency access to University digital communication accounts, including for reasons of law enforcement.

Section 4: Data Security

All users shall observe the protection of confidential information exchanged through digital communication channels. This includes, but is not limited to, personal information of academic staff, administrative staff, and students; and proprietary information of the University.

Section 5: Public Communication

Public Communication related procedures shall be developed to guide aspects of public communications such as the use of social media and website privacy.

Section 6: Student Communication

Student Communication-related protocols shall be developed to delineate communication lines among different administrative and academic departments (for purposes such as student activities, holiday announcements, registration information, tuition collection), and to regulate mass announcements.

Section 7: Knowledge Management

Identity Protection and Data Management Policy shall specify the management of data and information conveyed via different different communication channels.

Section 8: Cyber Security

8.1 All users shall conform to the cyber security protocols established by the University to protect the digital services of the University against malicious attacks.

8.2 Any suspicion of hacking or breach of security shall be reported immediately to the IT services of the

University.

Section 9: General Code of Conduct

9.1 The use of digital communication channels, and the information conveyed, for the purposes of personal gain and monetization are strictly prohibited.

9.2 The use of unauthorized digital communication channels for administrative and academic purposes is prohibited. The University shall not be responsible for the issues arising from such unauthorized use.

9.3 All users are encouraged to exercise appropriate communication etiquette and professionalism over the course of communication.

9.4 Collegial and respectful communication is encouraged in all forms of digital communication. Parami observes the right to academic freedom and freedom of expression. However, communications that amount to discrimination, bullying and harrassment, and hate speech shall not be tolerated.

9.5 Users may file grievances at complaints@parami.edu.mm (in accordance with Grievance and

Non-Retaliation Policy)

Review

The Administrative Department is responsible for ensuring compliance with this policy in various offices of the University.

Date